Manage access settings for users

Halaxy

26 May 2022 05:45

Who can do this?

Practitioners: Full Access
Administrators: Full Access

Halaxy allows you to assign roles and access levels to practitioners and administrators in your practice to control who can see and update information and access levels. This is key to maintaining confidentiality and security in your practice.

Overview

When you add a new user to your practice group, you assign them a role, which can either be a Practitioner or an Administrator.

See below for a quick description for each role.

Practitioner	Administrator
A healthcare professional who sees patients Usually needs access to patient info, calendar, clinical records May or may not need access to fees, invoices, financial reports, depending on their role within their practice	A healthcare practice manager, receptionist, assistant, bookkeeper, accountant Usually needs access to calendar, invoices, financial reports May or may not need access to patient info and clinical records, depending on their role within the practice

For each role, you assign the user an access level, which determines what information the user can view and which functions they can use.

Any access level can be customised further with access settings, giving you full flexibility and control to make sure your practice information is safe and assigned to the appropriate members of your practice.

Access levels and access settings can be changed anytime for any user.

Warning

You cannot change a user's role type after it is set. Should you need to change a user's role, please email Halaxy to send a request.

Assign an access level

Click Settings > Users.
In the list, find the user's name, then under the Actions column, click the edit icon button.
In the pop-up, for Access, first select the access level. (See a complete guide to access levels below.)
(Optional) Tick or untick the access settings checkboxes as needed. (See a complete guide to access settings below.)
Click Save.

Guide to access levels

Each user role has different access levels, which then set specific permissions on what information they can view and edit in your Halaxy system. Select the tabs to review the different access levels for each role.

Practitioner

Feature	Personal Access	Own records and others' contact	Clinical Access	Full Access
- requires permission
View/edit:
- Own patient records, calendar and appointments
- Other practitioners' patient records
- Other practitioners' calendar and appointments
- Other practitioners' invoices
- Other practitioners' clinical notes
Add and edit users

Administrator

Feature	Contact Access	Clinical Access	Full Access
View all patients' contact details
View all patients' invoices
Create, edit and delete appointments
Create invoices
View, edit and manage clinical notes for all patients
Add and edit users

Guide to access settings

Every access level can be customised further to grant or remove users' access to specific information. To activate or deactivate a setting, simply tick or untick the checkbox of your desired setting.

Select the tabs to view descriptions of all access settings for each role.

Practitioner

Setting	Description	Applicable for
Calendar	Tick to grant access to view and edit the calendar and appointments	Personal Access - view and edit own only. All other access levels can view and edit for all users.
Personal Finance Access	Tick to restrict Invoices, Expenses and Finance/Practice Reports access to the practitioner's own invoices/expenses only. Has no effect if the user does not have access to Invoices or Finance/Practice Reports.	Own records and others' contact and Clinical Access.
Invoices	Tick to grant access to Invoices.	Personal Access - view own only. All other access levels can view and edit for all users – unless the Personal Finance Access setting is enabled.
Fee Details	Tick to grant access to view appointment fee details. If unticked, the user cannot: View appointment fees in the calendar Add, edit and delete appointment fees Cancel or delete appointments	All access levels.
Referral Funding	Tick to grant access to view funding information for Referrals.	All access levels.
Finance/Practice Reports	Tick to grant access to finance reports and expenses. Also grants access to view and edit fees, funders and packages.	All access levels.
Reminders	Tick to grant access to modify their Reminder settings.	All access levels.
Integrations	Tick to grant access to Integrations and Add-on settings to cancel subscriptions or purchase add-ons.	All access levels.
Payment Setting	Tick to grant access to the Settings > Payments page to edit payment settings for individual practitioners only.	All access levels but will not affect Full Access users.
Restricted Admin	Tick to restrict access to the Settings > General page to read-only. Users can view the page but cannot make changes.	All access levels.
Communication Templates	Tick to grant access to edit communication templates from the Settings > General page.	All access levels.
Clinical Setting	Tick to grant access to create new or edit existing clinical templates and clinical dashboards.	All access levels.
Own clinical templates only	Tick to restrict access to edit only their own clinical templates.	All access levels - if Clinical Setting is ticked.
Prescriptions and Order Requests	Tick to grant access to ordering prescriptions, imaging and pathology.	All access levels - for eligible professions only
Clinic Restriction	Tick to restrict access to only the locations they have been added to and are active in. The user will not be able to see patients, invoices, or reports for locations they have not been added to.	All access levels.
User Action History	Tick to grant access to activity records for your practice group.	All access levels
Read Only Access	Tick to restrict the user to read-only access. User can view modules but cannot make any changes and cannot view Message History. This overrides all other access settings.	All access levels, except Full Access. Recommended for users who leave your practice but may require access to their patients' information.

Note

Customising these settings overrides the default setting in a user's access level.

Administrator

Setting	Description	Applicable for
Calendar	Tick to grant access to view and edit the calendar and appointments.	All access levels can view and edit for all users.
Invoices	Tick to grant access to Invoices.	All access levels can view and edit for all users.
Fee Details	Tick to grant access to view appointment fee details. If unticked, the user cannot: View appointment fees in the calendar Add, edit and delete appointment fees Cancel or delete appointments	All access levels.
Referral Funding	Tick to grant access to view funding information for Referrals.	All access levels.
Finance/Practice Records	Tick to grant access to finance reports and expenses. Also grants access to view and edit fees, funders and packages.	All access levels.
Reminders	Tick to grant access to modify their Reminder settings. in Settings > Reminders.	All access levels can view and modify settings for all users and for the practice group's default settings.
Integrations	Tick to grant access to Integrations and Add-on settings to cancel subscriptions or purchase add-ons.	All access levels.
Payment Setting	Tick to grant access to the Settings > Payments page to edit payment settings for individual practitioners only.	All access levels but will not affect Full Access users.
Restricted Admin	Tick to restrict access to the Settings > General page to read-only. Users can view the page but cannot make changes.	All access levels.
Communication Templates	Tick to grant access to edit communication templates from the Settings > General page.	All access levels.
Clinical Setting	Tick to grant access to create new or edit existing clinical templates and clinical dashboards.	All access levels.
Own clinical templates only	Tick to restrict access to edit only their own clinical templates.	All access levels - only if Clinical Setting is ticked.
Hide access to patient names	Tick to anonymise patient names for the user. Names will be replaced with IDs, such as "HX 123456". Users with this option ticked will not be able to view Message History.	All access levels.
Clinic Restriction	Tick to restrict access to only the locations they have been added to and are active in. The user will not be able to see patients, invoices, or reports for locations they have not been added to.	All access levels.
User Action History	Tick to grant access to activity records for your practice group.	All access levels.
Read Only Access	Tick to restrict the user to read-only access. User can view modules but cannot make any changes and cannot view Message History. This overrides all other access settings.	All access levels, except Full Access.

Note

Customising these settings overrides the default setting in a user's access level.

Manage access settings for users

Who can do this?

Overview

Warning

Assign an access level

Guide to access levels

Practitioner

Administrator

Guide to access settings

Practitioner

Note

Administrator

Note

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